Purchasing

Contacts

Carol Musfeldt, purchasing agent - (816) 359-6210

FORMS

Purchase Requisition (PDF)

GUIDES

District Food Guidelines for Employees Meetings (PDF)
Requisition and PO Requirements (PDF)

Board Policies 

DJFA-AP3 Federal Programs and Projects: Time and Effort (PDF)
DJFA-AP1 Federal Programs and Projects: Managing Federal Funds Allowable Expenses (PDF)
DJFA-AP2 Federal Programs and Projects: Managing Federal Funds Cash Management (PDF)
DJF-AP2 Purchasing: Credit and Purchasing Cards (PDF)
DJF-AP1 Purchasing Regulations (PDF)
GBCA Staff Conflict of Interest (PDF)

RECEIVING

When a delivery is made at your location it is important that you have a system in place to receive the order. Anybody that accepts deliveries at your location should be aware of the following requirements.
  • The purchase order number, your location and address should be on the outside of the item(s) being delivered. If any of this information is not correct, you should not accept the order.
  • Legally, once you accept the delivery, you no longer have the right to reject the items delivered. This is per the uniform commercial code. Most of our vendors work with us if we accept something erroneously, but they are not obligated to help.
  • All items should be inspected as soon as possible. Ideally, a quick visual inspection before you sign for the delivery is the best way to document apparent damage or incorrect items. If any of your items are defective, damaged or not what you ordered, this must be reported to the vendor in a timely manner.
  • If a vendor duplicates an order or sends more items than you ordered and you accept delivery of the over shipment, it is your responsibility to notify the vendor in a timely manner of their mistake. If you do not notify the vendor, then you will be obligated to pay for any items you accepted, whether you ordered them or not. Always keep documentation of your notification to the vendor and also keep documentation of the return of the items. Without documentation, you could end up paying for the items, even if you returned them.

For more details, refer to Policy DJF-AP1 (PDF)

DAMAGE

This is for orders received from larger motor carriers, such as YRC, Old Dominion, R & L, UPS-Freight (not parcel deliveries from UPS parcel).

  • All concealed damage claims must be filed within five day of delivery.
  • If a claim is not filed within five days of receipt, the carrier can and most likely will deny the claim.

Steps to take at time of delivery to protect against loss:

  • Verify count. This will be on the delivery receipt. If you are short cartons, have the driver note the shortage on the carrier’s receipt and on your copy of the receipt.
  • Carefully examine each carton from the outside. If it appears to be damaged, insist that it be opened at that time. Both you and the driver should make an inspection. Make sure any damages are noted on the driver's receipt as well as your copy of the receipt. Take pictures if possible.
  • Note any damage on the delivery receipt (the driver’s copy and your copy) even if it is slight damage. Be as definitive as possible.
  • Immediately after delivery, open all cartons and inspect for concealed damage. Remember that all damages must be reported within five days of delivery.

Steps to take when there is visible damage or concealed damage is discovered:

  • Retain damaged items, hold them at the point where received and keep the container and all inner packing materials.
  • Immediately call the vendor that received the order. Document the date, time and person you spoke to on the phone.

Steps to take when checking in your order:

  • Locate the packing list.
  • Check all cartons from the same vendor that are from the same PO, at the same time. Empty all contents onto a clean, flat surface. Be careful when discarding packing material because small items may be mistakenly thrown away.
  • Document all items received on the packing list. Record any errors or damage on this list and save for future reference.
  • Call vendor as soon as possible with information regarding any errors or damage.